Guidance for staff on action necessary when it is believed that a student is missing
Introduction
Circumstances occasionally arise where it is noticed that a registered student has not been seen for a
while. This can happen when teaching staff discover that an otherwise reliable student has not
attended for lectures, seminars etc and all attempts to contact them under the Cause for Care and
Concern Procedures have failed, when fellow students in a Hall of Residence report that one of their
friends has not been seen for some while, or when a concerned third party (for example, a parent)
contacts the University to say they have lost touch with a student. There are usually quite simple
explanations why a student is ‘missing’. They may, for instance, have visited family or friends
without having told someone, or have gone on placement elsewhere and fellow students have not
known this, or they may have left the University. Occasionally there is more reason to be concerned
about a student who has not been seen for a while; they may be a genuine ‘missing person’, they may
have been detained by the police or immigration services, or have been sentenced by the courts and
already be in prison.
The University has a duty of care for its students and should respond appropriately when it is believed
a student is missing, but any action should bear in mind such factors as the age of the student, their
perceived vulnerability and their residential status (ie living in University accommodation or own
home). In addition, it must be remembered that there are other policies and procedures in place at the
university that may also impact on the action taken in any given circumstance. Such policies and
procedures include the Under-18s Policy1, the Data Protection Policy2, guidance for supporting
students facing deportation under UK immigration procedures3, and procedures for responding to
students' needs in the wake of international emergencies (where our students may be caught up in
events overseas)4.
From 2009, the change to the Student Visa system for students coming here from non-EEA countries
on a Tier-4 Visa also has implications for how we might respond if the ‘missing’ student is from
outside the EEA. A prompt response is particularly necessary if the student is not to be reported to the
UKBA for failure to comply with their visa requirements.
There can also be tensions between what others think the University should do and what might rightly
be done in accordance with such University policies and guidance. These tensions need to be handled
carefully and tactfully, especially where cultural or other sensitivities are at play.
[NB missing person enquiries from the police should be referred, in the first instance, to the Director
of Student Support and Guidance.]
1
This is available from:
http://www.canterbury.ac.uk/support/university-solicitor/policies/under18-policy.asp
2
This is available at:
http://www.canterbury.ac.uk/support/computing-services/general-information/data-protection-2.asp
3
This is available at: http://www.canterbury.ac.uk/support/student-support-services/staff/guidanceprocedures/immigration-removal.pdf
4
This is available at: http://www.canterbury.ac.uk/support/student-support-services/staff/guidanceprocedures/international-emergencies.pdf
1.
Initial checks on the student’s registration status
Before taking any action, it is advisable that whoever believes a student may be missing enquires as to
whether the student is still registered at the University. This can be done directly on the QL student
database or by checking with the Registry. If the record shows the student as registered (and coded as
ENR), it is still worth checking, where practicable, that their withdrawal notification has not been
received and their record is awaiting updating. This can help avoid unnecessary work in trying to
trace a former student who has left the University. So that any request to the Registry about a
student’s status is handled promptly in this context, it should be sent to
health.records@canterbury.ac.uk (if the student is in the Faculty of Health and Social Care),
education.records@canterbury.ac.uk (if the student is in the Faculty of Education) or
abs.registry@canterbury.ac.uk (for all other students), and marked ‘Possible Missing Student‘ in the
subject heading. The text of the email should contain the student’s full name and date of birth OR
their student ID number, and a request to check whether they have recently withdrawn or to confirm
they are still registered at the University.
2.
Gathering information
[Please note that any member of staff who has concerns about whether a student might actually be
missing and what action may be necessary under these procedures, is able to discuss this informally
with the Director of Student Support and Guidance (or his nominee), before taking matters any
further.]
To help best gauge any necessary response to a ‘missing’ student it is helpful if important key
information is available as soon as possible. Consequently, a member of staff suspecting a person is
missing, or anyone taking a report from students about a possible missing person, should seek to
ascertain as much of the following as possible:

the student’s full name, student ID, programme, year or any other data that would make
unambiguous identification possible *;

the student’s current address (term-time and permanent) and any means of contacting them (eg
preferred email address, mobile number, land-line etc) *;

where and when they were last seen and by whom;

their state of mind when they were last seen, together with any reason why the ‘missing’ student
might be vulnerable or there might otherwise be concern for their safety or welfare;

whether they were known, or suspected, to be with anyone else (including name(s), contact details
etc) at the point when they went ‘missing’;

whether their absence is typical or out of the ordinary;

details of steps already taken to try and contact the ‘missing’ students, together with any
outcomes;

the names and contact details of those reporting the student as missing *;

any other information that it is felt might be helpful in locating the student or finding out why they
have not been seen for a while.
To help in this respect, a proforma is given in Appendix 1.
*
This is ideally the minimum essential information that would be required to progress any followup investigation promptly.
3.
Communication across the institution
The University can best co-ordinate any necessary response to a report of a ‘missing’ student if all
information is channelled through the Student Support Services who are then able to involve other
departments, as appropriate, to ensure that the institution is being most effective and efficient in
addressing the matter. Consequently, any member of staff who suspects a student may be missing, or
who receives a report of a student who has gone missing should:

Gather as much of the information stated in 2 above and alert the Director of Student Support and
Guidance or other staff in the Student Support Office (for example, the Student Support Officer)
as soon as possible and normally within 24 hours. Where prompt action is required out of normal
office hours, alert the duty Resident Tutor, either directly (if your office holds their contact details)
or otherwise via the University’s Canterbury emergency number (01227 782111).

The Director of Student Support and Guidance or his nominee (eg the Student Support Officer)
will consult with appropriate colleagues and decide whether any immediate action (such as
entering a student’s room in University Accommodation, contacting the emergency services, or
checking with the student’s recorded next-of-kin5) is necessary and will otherwise contact the
following University staff/departmental offices, so that further investigations can be made.








the Accommodation and Conferences Manager (if the student is in University
accommodation)
the International Student Adviser (if the student is from overseas)
the Student Health Service (if checks need to be made on admissions to local hospitals)
the Disability Advice Team (if the student’s record shows a disability)
the student’s Personal Tutor, Programme Director or Head of Department
the Corporate Communications Team (where there is possible future media interest)
the Campus Tutor, or similar (where a student is based at Broadstairs, or at a campus other
than Canterbury)
Where further investigations confirm suspicions that a student may be genuinely missing (and
especially where there are concerns over potential vulnerability – eg the student has a
compromised health status), then the Director of Student Support and Guidance or his nominee
will, having normally consulted with the Pro-Vice Chancellor (Students), report the matter to
either:


the student’s recorded next-of-kin, or
the police
In addition, the Vice Chancellor’s Office, the Chaplaincy and Corporate Communications Team
will be notified of the situation.

Any future liaison with the police will normally be conducted by the Director of Student Support
and Guidance or his nominee.

Any media enquiries are to be channelled through Corporate Communications Team.
5
In circumstances such as this, the Chaplaincy Service is available as a resource to work alongside the
Director of Student Support and Guidance or his nominee in addressing potentially difficult issues with other
students, parents and family etc.
4.
Data Protection and Confidentiality
It is important to be mindful of the University’s Data Protection Policy and our obligations to students
in respect of their rights to confidentiality. Any requests by third parties (including parents and other
family members) for information about a student should be handled in accordance with the
requirements of this policy.
Staff who deal with third party reports of ‘missing’ students must appreciate that, whilst there may be
a high level of concern expressed, students may not wish others (especially parents and other family
members) to know what they do whilst at university, or even that they are at this university. If
students have not responded to phone calls etc from home, then they may have a reason and this is not
necessarily any business of the University. This can sometimes be difficult for parents or others to
appreciate, and this may especially be so where there are strong cultural expectations of children, and
where certain family members occupy a status position that they believe entitles them to have access
to personal information from the University’s records.
We need, nonetheless, to be sympathetic to the genuine enquiries of concerned third parties, and these
can be referred to the Director of Student Support and Guidance (or his nominee), who can advise on
Data Protection issues and can work with the enquirer so that the matter is referred to the police, if this
is necessary.
5.
Action required upon locating a missing student
It is extremely rare for missing students not to re-appear at some point. When this happens there may
be a requirement to support a student in leaving the University or in coming back to their studies either
immediately or after a period of interruption, and this will be facilitated by the Student Support Officer
working with the Programme Director and the Registry, where necessary. In addition, the Student
Support Officer will advise those departments/staff notified under section 3 (above) that the student is
no longer missing.
In particular circumstances, other University procedures and guidance may need to be enacted (for
example, where a missing student has been hospitalised6, held by the immigration services3, or has
sadly died7.
Students who are resident in University-owned or -managed property and who are not able to return
immediately to their accommodation, may have particular needs in relation to access to, and the longer
term safekeeping of, their belongings, as well as concerns over their tenancy licence and
accommodation charges. The responsibility for liaison with the student, or their representative, in this
respect will lie with the Accommodation Services Manager.
3
This is available at http://www.canterbury.ac.uk/support/student-support-services/staff/guidanceprocedures/immigration-removal.pdf
7
This is available from: http://www.canterbury.ac.uk/support/student-support-services/staff/guidanceprocedures/hospitalised-oct09.pdf
6.
Ongoing Support
It is possible that a student who has been missing and has returned to their studies at the University
will need ongoing support at departmental/programme level and access to appropriate central student
support services, for example the Student Counselling Service.
Similarly, depending on the circumstances surrounding the disappearance of a fellow student and their
own role in reporting the matter, others (for example, classmates, housemates etc) may wish to talk in
confidence and have support in relation to their own concerns and feelings, either immediately or
some time afterwards.
If it is required, such support will be facilitated by the Student Support Officer working with the
providers of central services and the student’s Personal Tutor or Programme Director as appropriate.
Appendix 1
Missing Student Action Sheet
Student’s full name
(and preferred name, if different)
Student ID
Programme of study
Year
Address (term time)
(inc telephone contact details)
Address (permanent)
(inc telephone contact details)
Where and when last seen and by
whom
When last seen, were they with
anyone? If so, name and contact
details
Is their absence typical or unusual
(give details)
When last seen, what was their
state of mind and is there any
reason to consider them vulnerable
Name and contact details of person
who reported the missing student
Action already taken
Person completing form
Signature:
Date: